Generating Work Orders

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After you have entered your specifications for a Project and the Client has sent you a Deposit for the Proposal (optional), the next step, normally, is to generate Purchase and Work Orders to buy the Components from the Vendors and request fabrication from Workrooms.


In brief, to create a Work Order, select Project - Purchase and Work Orders / Receiving which will open the Purchase and Work Orders Window.  Enter or select the proper Project Code into the Project field.  Next, click the Add WO button to display the New Work Order(s) Window.  The New Work Order(s) Window will appear with a grid showing all of the Components for the Project that have not yet been included on a Work Order .  The Components will be displayed in Vendor Code order (Ordered from Vendor column), but you can click most column headings to sort the Components in the manner of your choice.


Components that have a Workroom (Vendor) entered on the Item Window - Workroom Tab and that same Vendor as the Workroom (Vendor) will be displayed.


For a description of each field on the New Work Order Window, see the New Work Order Window below.



new work order window


You will need to “tag” or select the Components that you wish to appear on the Work Order.  You can tag Components three ways.  You may simply click the box in the Tag column next to the Component you want to include on the Work Order or, if the Component is already highlighted, hit the Space Bar on your keyboard to tag the Component.  You may also press the Tag button to open the Tag Components for a Work Order Window and choose one of the tagging options.  Select the option of your choice and press OK to return to the New Work Order Window.  The Components you selected should now have a check in the Tag column.  Once you have tagged all of the Components you wish to include on the Work Order(s), press OK to open the Generated Work Order(s) Window.


generated wo window


The Work Orders created from the tagged Components should appear on the Generated Work Orders Grid.  All Components of the same Item will appear on a Work Order.  Even if different Items have the same Workroom (Vendor), each will be a separate Work Order as the Workroom considers them individual fabrications.  Each Work Order will appear on a separate row on the Generated Work Orders Grid.  Several Work Orders for a Project may be printed at one time, even if they are going to different Workrooms.


To add or change Work Order information, such as the Ship Via and Designer/Phone Extension, highlight the Work Order and press the Edit button to display the Edit Generated WO Window.  When all of the information appears to be correct, press the OK button in the lower right corner to print the Work Orders.


After the Work Order(s) are sent to the printer or the Print Preview Window has been closed, an Accept or Reject message will appear.  Do not make a selection until you have reviewed the Work Order(s).  If all of the information appears to be correct, then click on the Accept button.  Doing so will record the Work Order(s) into Design Manager.  If you need to make changes, press Reject.


Note:  When rejecting a Work Order, be careful to write “Reject” on the printed copy or throw it away, so that you do not accidentally send it to the Workroomr.  If you send a rejected copy of the Work Order, Design Manager will have no record of it.


In order to make changes to an existing Work Order, highlight the Work Order on the Purchase and Work Orders Window and press the Edit button.  This will open the Edit / Change Order for WO Window where you can make any changes and print the Work Order again.


You can remove a Work Order by clicking the Delete button on the Purchase and Work Orders Window if no Deposit or Vendor Invoices have been recorded for the Work Order.


Before mailing the Work Orders, some of them may need to have a Vendor Deposit check included with them.  Generating Vendor Deposits is discussed at length in Deposit on Project Purchase Order under Accounts Payable.